Montgomery Maryland Sample Letter for Request for Clarification in Applying Payment

• Category: Letters - Nonlegal - Customers
• State: Multi-State
• County: Montgomery
• Control #: US-0359LR
• Format: Word; Rich Text

Description

This form is a sample letter in Word format covering the subject matter of the title of the form. Subject: Urgent Payment Clarification Request — [Your Company Name] [Date] [Recipient's Name] [Recipient's Title] [Recipient's Department] [Company Name] [Company Address] [City, State, ZIP] Dear [Recipient's Name], I hope this letter finds you in good health and high spirits. I am writing on behalf of [Your Company Name] to discuss an urgent matter regarding a payment recently made to [Company Name]. First and foremost, please allow me to express our gratitude for your prompt response and cooperation thus far. However, upon reviewing the payment record, we have noticed a discrepancy that requires immediate attention and clarification. The payment in question was sent on [Payment Date] in the amount of $[Payment Amount]. According to our records, the payment was intended for covering the outstanding invoice number [Invoice Number] issued by [Your Company Name] dated [Invoice Date]. Our finance department noticed a variance in the applied payment, and we kindly request clarification on the breakdown of how the payment was applied to our account. To ensure accuracy and proper documentation, we kindly ask you to provide us with the following information: 1. A detailed breakdown of the invoice(s) covered by the payment, including the corresponding invoice numbers, dates, and amounts. 2. The method or system used by your accounts receivable department to apply payments to specific invoices. 3. Any evidence or documentation, such as receipts or statements, supporting the allocation of the payment made to our account. As our business relationship is of great importance to us, we believe that a timely resolution to this matter is essential. We kindly request your prompt attention to our query and a comprehensive response by [Deadline — Suggest a reasonable timeframe, e.g., within ten business days from the date of this letter]. Should you require any further information or clarification, please do not hesitate to contact me at [Your Phone Number] or via email at [Your Email Address]. We look forward to your prompt response, as it will greatly contribute to the smooth continuation of our partnership. Thank you for your immediate attention to this matter. We sincerely appreciate your cooperation and remain open to any communication required to promptly resolve this issue. Warm regards, [Your Name] [Your Title] [Your Company Name] [Contact Information]

Subject: Urgent Payment Clarification Request — [Your Company Name] [Date] [Recipient's Name] [Recipient's Title] [Recipient's Department] [Company Name] [Company Address] [City, State, ZIP] Dear [Recipient's Name], I hope this letter finds you in good health and high spirits. I am writing on behalf of [Your Company Name] to discuss an urgent matter regarding a payment recently made to [Company Name]. First and foremost, please allow me to express our gratitude for your prompt response and cooperation thus far. However, upon reviewing the payment record, we have noticed a discrepancy that requires immediate attention and clarification. The payment in question was sent on [Payment Date] in the amount of $[Payment Amount]. According to our records, the payment was intended for covering the outstanding invoice number [Invoice Number] issued by [Your Company Name] dated [Invoice Date]. Our finance department noticed a variance in the applied payment, and we kindly request clarification on the breakdown of how the payment was applied to our account. To ensure accuracy and proper documentation, we kindly ask you to provide us with the following information: 1. A detailed breakdown of the invoice(s) covered by the payment, including the corresponding invoice numbers, dates, and amounts. 2. The method or system used by your accounts receivable department to apply payments to specific invoices. 3. Any evidence or documentation, such as receipts or statements, supporting the allocation of the payment made to our account. As our business relationship is of great importance to us, we believe that a timely resolution to this matter is essential. We kindly request your prompt attention to our query and a comprehensive response by [Deadline — Suggest a reasonable timeframe, e.g., within ten business days from the date of this letter]. Should you require any further information or clarification, please do not hesitate to contact me at [Your Phone Number] or via email at [Your Email Address]. We look forward to your prompt response, as it will greatly contribute to the smooth continuation of our partnership. Thank you for your immediate attention to this matter. We sincerely appreciate your cooperation and remain open to any communication required to promptly resolve this issue. Warm regards, [Your Name] [Your Title] [Your Company Name] [Contact Information]